Legal Assistant - Front Office & Document Specialist

At Kitay Law Offices, The Law Firm With a Heart, we are committed to delivering exceptional legal services while creating a supportive and collaborative workplace. Our team is guided by three core values:

• 5-Star Client Experience


• Stronger Together


• Committed to Excellence

We are seeking a highly organized, customer-focused Legal Assistant – Front Office & Document Specialist to serve as the face of our firm while supporting our attorneys and staff through document management, client service, and administrative coordination.

What You'll Do

Front Office & Client Experience

• Serve as the first point of contact for clients, visitors, vendors, and court personnel.


• Answer and route incoming telephone calls professionally.


• Schedule consultations, appointments, and meetings.


• Maintain a welcoming reception area.


• Deliver a compassionate, professional, and responsive client experience.

Document Processing & Records Management

• Process incoming mail, faxes, emails, scans, and electronic submissions.


• Scan, upload, index, and organize documents within Foundation AI and case management systems.


• Verify documents are accurately classified and linked to the correct case files.


• Monitor document workflows and resolve routing or indexing issues.


• Maintain organized electronic and physical records.


• Ensure compliance with confidentiality and document retention standards.

Administrative Support

• Assist attorneys and staff with day-to-day administrative tasks.


• Prepare routine correspondence, forms, and legal documents.


• Maintain client and case information in firm systems.


• Manage shared mailboxes and distribute communications appropriately.


• Coordinate calendars, conference rooms, and office communications.

Office Operations

• Receive, sort, and distribute incoming mail and deliveries.


• Coordinate outgoing mail, courier services, and certified mail.


• Monitor office supply inventory.


• Assist with office projects, team events, meetings, and training initiatives.


• Support payment collection and related recordkeeping activities.

What We're Looking For

Required Qualifications

• High school diploma or equivalent.


• Prior office experience.


• Strong organizational and multitasking abilities.


• Excellent customer service and communication skills.


• Strong attention to detail and accuracy.


• Ability to maintain confidentiality and professionalism.


• Ability to learn technology and adapt to new systems and processes.

Preferred Qualifications

• Experience working in a law firm or legal environment.


• Criminal Justice education or related experience.


• Experience with legal case management software.


• Bilingual Spanish/English skills.


• Additional education beyond high school.

Technology & Software Experience

Experience with the following is helpful:

• Microsoft Office Suite


• SmartAdvocate or similar case management software


• Foundation AI


• Adobe Acrobat


• Multi-line phone systems


• Calendar and scheduling software


• Document management and scanning systems


• Payment processing platforms

Ideal Candidate Traits

We're looking for someone who:

• Thrives in a fast-paced environment.


• Takes ownership and initiative.


• Demonstrates empathy and professionalism with clients.


• Works well independently and collaboratively.


• Maintains composure while handling sensitive legal matters.


• Embodies our values of client service, teamwork, and excellence.

Why Join Kitay Law Offices?

At Kitay Law Offices, you'll be part of a team that truly cares about its clients and each other. We offer a collaborative culture, opportunities for growth, competitive benefits, and the chance to make a meaningful impact every day.

If you're passionate about helping people, staying organized, and creating outstanding client experiences, we'd love to hear from you.